Job Description

SCOPE OF WORK

USAID/SOMALIA PEOPLE-CENTERED GOVERNANCE (PCG) ACTIVITY

Proposed Personnel TBD

Position Logistics & Procurement Associate (Grade 6)

Maximum Level of Effort Full-time LTTA

Base of Operations Mogadishu, Somalia

position reports to Operations & Grants Manager

1.   
   Project Background:

USAID’s Somalia People-Centered Governance (PCG) Activity is a five-year program promoting more effective and legitimate local governance in Somalia. Through various interventions, the Activity will encourage inclusive, fair, and transparent behaviors and decisions that increase the legitimacy of District Councils (DCs). PCG brings citizens and DCs together to co-design activities that build a strong foundation for sustainable, inclusive governance processes and service improvements. 

USAID PCG will promote more legitimate and effective local governance in southern Somalia and, in doing so, provide a credible alternative to al-Shabaab rule. Interventions under Intermediate Result 1 (“DCs are fairer and more inclusive”) seek to enhance the legitimacy of the Somali state by supporting districts to better manage resources and disputes (sub-IR 1.1) and promote more inclusive decision-making processes (sub-IR 1.2). Interventions under Intermediate Result 2 (“Improved performance of DCs”) seek to improve the performance - or effectiveness - of the Somali state by supporting districts to better respond to citizen priorities (sub-IR 2.1) and become more sustainable (sub-IR 2.2).

The USAID People-Centered Governance (PCG) Activity is supporting local governments in southern Somalia to improve their effectiveness and legitimacy.  To accomplish this objective, the project implements activities aligned with two mutually interrelated and reinforcing immediate results, IR1) that District Councils (DCs) are fairer and more inclusive and IR2) that DCs improve their performance.    PCG will engage at the Federal, State and local levels and will eventually work in several districts within four states (i.e. Galmudug, Hirshabelle, Jubaland, and South West) Federal Member States of Somalia. 

2. Role’s Purpose:

The Logistics & Procurement Associate will be responsible for efficient and accurate procurement and logistics of the project office in Mogadishu and work closely with Operations and Procurement Manager. S/he will maintain proper logistical arrangement of the project and will be responsible for procurement of goods and services. He/She will provide day to day support of project’s office procurement, travel, and events in an efficient and cost-effective manner. The individual will ensure accurate and complete record-keeping and filing and ensure that all required supporting documents for all transactions follow both DAI (Internal) and USAID Cooperative Agreement rules and regulations. He/She will also assist with completing procurement and logistics including reviewing and consolidating necessary backup documentations for payment of procured goods and services including conducting regular audits backup files.

3. Key Duties and Responsibilities:

Logistics.

• Arrange all domestic and international travel for PCG employees, including airline and hotel bookings, and airport transfers.
• Support the organization of events across all the district levels, including hotel bookings, selection of venues and coordination of catering services, and car hires.
• Coordinating conferences and meetings and arranging both in-house and external events.
• Work closely with technical team to develop monthly logistics projections and travel arrangements.
• Inform and provide trainings for travelers on DAI travel/events procedures and regulations to ensure compliance with client and DAI policies as well as Field Operations Manual (FOM)
• Review and advise travelers on travel schedules to ensure itineraries are appropriate, feasible and compliant with project travel policies.
• Coordinate with travelers to submit travel request(s) and procurement requisition(s) of logistics service(s) required for specific travel/events in TAMIS.
• Establish and manage up-to-date comprehensive travel tracker/dashboard for the project.
• Monitor and evaluate logistics service quality delivered by vendors through regular communication with team members to seek opportunities for improvement.
• Support with verifying, tagging, tracking and recording of office inventory/assets and undertake periodic inventory reviews and consistency with the inventory records.
• Coordinate payment processing in collaboration with Finance team.
• Upholding DAI ethics and values in all aspects of the job.
• Providing other administrative and operational support as needed

Office Procurement

• Accomplish all phases of procurement of goods and services to ensure best value and within required lead times for operational procurement.
• Assist budget estimation by providing price references and market research for procurement of goods and services.
• Coordinate issuance of purchase records, release orders and direct awards in accordance with policies and procedures.
• Contribute to the supply chain management efforts up to and including logistical support from the ordering point through the follow-up, expediting, and delivery of the required goods and/or services.
• Monitor and evaluate procurement service quality delivered by vendors through regular communication with team members and supplier to seek opportunities for improvement.
• Assist in consolidating all required documentation for Finance team to process payments of purchased goods and services.
• Record daily deliveries and shipments to reconcile inventory.
• Inspect the levels of business supplies ensuring adequate supplies for all offices to cover demand.
• keep records of all assets in Tamis and ensure periodic review as per DAI policies and procedures.
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• Work closely with Operations & Grants Manager and expect guidance and supervision for all the above responsibilities.

4. Reporting

The Logistics and Procurement Associate will report to the Operations & Grants Manager.

Experiences and Qualifications

      Bachelor’s degree preferred of procurement/Business Administration, or an equivalent combination of education and experience.

• 4+ years of progressively responsible procurement and logistics and Administration officer experience with at least 3 years in USAID funded project.
• Experience using Microsoft Word, Excel, and PowerPoint.
• Prior understanding of USAID rules and regulations regarding procurement project inventory, disposition, and inventory tracking.
• Strong verbal and written communication skills in English and Somali.
• Previous experience with DAI policies, procedures, and systems (TAMIS, etc.) preferred
• Previous experience working with international NGOs or donors, such as USAID-funded projects, is preferable.

1. Skills

• Strong verbal and written communication, as well as organizational skills.
• Excellent attention to detail and the ability to plan, organize, and prioritize multiple tasks, remaining flexible while adhering to strict deadlines.
• Strong team player with a positive attitude.
• Flexible to work under pressure and respond to changing needs.
• Demonstrated initiative and self-motivation in handling all assigned tasks with minimal supervision.

Skills Required

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